Notice2022-18822
Privacy Act of 1974; System of Records
Primary source
Metadata and text below are from the Federal Register, a public-domain U.S. government work. Always verify the official published version before relying on it for any legal matter.
Published
August 31, 2022
Effective
September 30, 2022
Issuing agencies
Postal Service
Abstract
The United States Postal Service [supreg] (USPS[supreg] or Postal Service) is proposing to create a new Customer Privacy Act System of Records (SOR) to support an initiative to centralize Commercial Mail Receiving Agency (CMRA) records into an electronic database, improve the security of the In-Person enrollment process, and consolidate all CMRA paper and electronic records under one new and dedicated SOR. Previous Federal Register Notices for CMRA records that covered the current manual paper record system were published as USPS SOR 840.000, Customer Mailing and Delivery Instructions.
Full Text
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<title>Federal Register, Volume 87 Issue 168 (Wednesday, August 31, 2022)</title>
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[Federal Register Volume 87, Number 168 (Wednesday, August 31, 2022)]
[Notices]
[Pages 53512-53514]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2022-18822]
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POSTAL SERVICE
Privacy Act of 1974; System of Records
AGENCY: Postal Service[supreg].
ACTION: Notice of new system of records.
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SUMMARY: The United States Postal Service [supreg] (USPS[supreg] or
Postal Service) is proposing to create a new Customer Privacy Act
System of Records (SOR) to support an initiative to centralize
Commercial Mail Receiving Agency (CMRA) records into an electronic
database, improve the security of the In-Person enrollment process, and
consolidate all CMRA paper and electronic records under one new and
dedicated SOR. Previous Federal Register Notices for CMRA records that
covered the current manual paper record system were published as USPS
SOR 840.000, Customer Mailing and Delivery Instructions.
DATES: These revisions will become effective without further notice on
September 30, 2022, unless responses to comments received on or before
that date, result in a contrary determination.
ADDRESSES: Comments may be submitted via email to the Privacy and
Records Management Office, United States Postal Service Headquarters
(<a href="/cdn-cgi/l/email-protection#6414160d1205071d24111714174a030b12"><span class="__cf_email__" data-cfemail="5b2b29322d3a38221b2e282b28753c342d">[email protected]</span></a>). To facilitate public inspection, arrangements to
view copies
[[Page 53513]]
of any written comments received will be made upon request. All
submitted comments and attachments are part of the public record and
subject to disclosure. Do not enclose any material in your comments
that you consider to be confidential or inappropriate for public
disclosure.
FOR FURTHER INFORMATION CONTACT: Janine Castorina, Chief Privacy and
Records Management Officer, Privacy and Records Management Office, 202-
268-3069 or <a href="/cdn-cgi/l/email-protection#79090b100f181a00390c0a090a571e160f"><span class="__cf_email__" data-cfemail="7505071c0314160c35000605065b121a03">[email protected]</span></a>.
SUPPLEMENTARY INFORMATION: This notice is in accordance with the
Privacy Act requirement that agencies publish their systems of records
in the Federal Register when there is a revision, change, or addition,
or when the agency establishes a new system of records. The Postal
Service has determined that the creation of a new SOR is needed to
support the implementation of an online application for CMRA owners and
managers to enter the data collected on Postal Service (PS) Form 1583--
Application for Delivery of Mail through an Agent, and to consolidate
all functions related to the CMRA application, enrollment, and
administration processes.
I. Background
A CMRA is a private business, registered with the Postal Service,
that acts as an authorized agent on behalf of U.S. Postal Service
customers to accept delivery of U.S. mail at an alternate address
managed by the authorized agent. Currently, U.S. Postal Service
customers apply for delivery of mail to a CMRA by voluntarily providing
selected personally identifying information (PII) to the CMRA and the
Postal Service via a paper form, Postal Service (PS) Form 1583--
Application for Delivery of Mail through an Agent. The CMRA maintains a
copy of this application form and provides a paper copy of each
customer's completed form to the Postal Service each quarter. These
paper records are maintained in hard-copy form at the respective
delivery units based on ZIP Code<SUP>TM</SUP>.
The Postal Service is proposing to convert all decentralized paper
enrollment records into a centralized electronic database and enhance
the in-person enrollment process for CMRA agents and customers. CMRA
owners and managers will maintain an online account with the USPS
Business Customer Gateway (BCG) portal. The BCG portal will be used to
access a separate online CMRA registration database. As part of the
enrollment process, PS Form 1583--Application for Delivery of Mail
through an Agent, asks customers to produce two valid forms of
identification, residential and/or business addresses, as well as the
address to where mail may be forwarded by the CMRA. The CMRA owner or
manager will enter the information collected on this form into the CMRA
registration database and upload a legible scanned copy of each
identification document.
These proposed changes are designed to standardize the application
and enrollment process for CMRA customers through a centralized online
system that will provide increased assurance that mail is delivered as
addressed and mitigate the risk of fraudulent activity.
II. Rationale for Creation of a New USPS Privacy Act Systems of Records
As indicated above, CMRA records were previously covered by USPS
SOR 840.000, Customer Mailing and Delivery Instructions. USPS SOR
845.000, Commercial Mail Receiving Agency (CMRA) Records is being
created to support the implementation of a centralized online database
of customer data collected on PS Form 1583, and consolidate all
administrative, review and compliance functions related to the CMRA
process. This new centralized approach and online database is expected
to improve efficiency, reduce costs, and improve the effectiveness for
oversight and compliance efforts.
III. Description of the New System of Records
Pursuant to 5 U.S.C. 552a(e)(11), interested persons are invited to
submit written data, views, arguments, or comments on this proposal. A
report of the proposed new SOR has been sent to Congress and to the
Office of Management and Budget (OMB) for their evaluations. The Postal
Service does not expect this new system of records to have any adverse
effect on individual privacy rights. The new USPS Customer System of
Records (SOR), SOR 845.000, Commercial Mail Receiving Agency (CMRA)
Records is provided below in its entirety.
SYSTEM NAME AND NUMBER:
USPS 845.000, Commercial Mail Receiving Agency (CMRA) Records.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
USPS Headquarters, Eagan, MN Accounting Service Center.
SYSTEM MANAGER(S):
Vice President, Retail and Post Office Operations, United States
Postal Service, 475 L'Enfant Plaza SW, Washington, DC 20260.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
39 U.S.C. 101, 401, 403, 404.
PURPOSE(S) OF THE SYSTEM:
1. To administer CMRA application, enrollment and fulfillment
processes.
2. To verify a customer's identity when applying for service via a
Commercial Mail Receiving Agency (CMRA).
3. To permit authorized delivery of mail to the addressee's agent
via a CMRA.
4. To provide for efficient and secure mail delivery services.
5. To ensure proper delivery of mail as addressed
6. To protect customers from mail fraud and identity theft through
identity proofing during the CMRA enrollment process.
7. To enhance In-Person identity proofing, improve Identity
Document fraud detection and enable a customer to successfully complete
identity proofing activities required for access to CMRA services.
8. To provide customers with the option to voluntarily submit
scanned images of government issued IDs and other documents for proof
of identity or current address, that will be used for identity
verification and to secure mail delivery to the correct recipient.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
1. Customers requesting delivery of mail through an agent via a
CMRA.
2. Commercial Mail Receiving Agency (CMRA) owners and managers that
act as an authorized agent on behalf of U.S. Postal Service customers
CATEGORIES OF RECORDS IN THE SYSTEM:
1. Residential Customer information: Name, address, address
verification via photocopy of document from prescribed list of
documents, phone number, email address, date(s) of birth, customer
ID(s) number and photocopy, expiration dates, signature, Private
Mailbox application number, customer's authorized representative and
list of minors receiving mail by a guardian, address that mail is
forward to, copies of protective court orders submitted by the
customer.
2. Business Customer information: Name, address, address
verification via photo copy of document from prescribed list of
documents, phone number, email address, date(s) of birth, customer
ID(s) number and photo copy, expiration dates, signature, Private Mail
Box application number, business names, and registration information,
[[Page 53514]]
type of business, business registration location, members of the
business organization who will be receiving mail, customer's authorized
representative, address that mail is forward to, copies of protective
court orders submitted by the customer.
3. Customer Mail Receiving Agent (CMRA) Agency information: Agent
name, address, signature. Email address, and phone number. Customer
information collected on PS Form 1583 Application for Delivery of Mail
Through Agent will be collected and maintained by the CMRA.
4. Verification information: Photocopies or scanned images of IDs
and address documents, customer name, address, signature, date of birth
ID or document expiration date, business name, registration number.
RECORD SOURCE CATEGORIES:
Customers, designated individuals authorized to collect mail on
behalf of a customer, and Commercial Mail Receiving Agency (CMRA)
owners and managers.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
Standard routine uses 1. through 7., 10., and 11. apply. In
addition:
a. Information may be disclosed for the purpose of identifying an
address as an address of an agent to whom mail is delivered on behalf
of other persons. This routine use does not authorize the disclosure of
the identities of persons on behalf of whom agents receive mail.
All routine uses are subject to the following exception:
Information concerning an individual who has filed an appropriate
protective court order with their CMRA application will not be
disclosed under any routine use except pursuant to the order of a court
of competent jurisdiction and subject to the approval of the USPS
General Counsel.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Automated databases, computer storage media, and paper.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
By Commercial Mail Receiving Agency (CMRA) location, customer name,
address, private mailbox number, or by customer ID(s).
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
1. Records related to CMRA customer applications are retained for 2
years after the private mailbox is closed.
2. Records existing on paper are destroyed by burning, pulping, or
shredding. Records existing on computer storage media are destroyed
according to the applicable USPS media sanitization practice.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Paper records, computers, and computer storage media are located in
controlled-access areas under supervision of program personnel. Access
to these areas is limited to authorized personnel, who must be
identified with a badge.
Access to records is limited to individuals whose official duties
require such access. Contractors and licensees are subject to contract
controls and unannounced on-site audits and inspections.
Computers are protected by mechanical locks, card key systems, or
other physical access control methods. The use of computer systems is
regulated with installed security software, computer logon
identifications, and operating system controls including access
controls, terminal and transaction logging, and file management
software.
RECORD ACCESS PROCEDURES:
Requests for access must be made in accordance with the
Notification Procedure above and USPS Privacy Act regulations regarding
access to records and verification of identity under 39 CFR 266.5.
CONTESTING RECORD PROCEDURES:
See Notification Procedures below and Record Access Procedures
above.
NOTIFICATION PROCEDURES:
Customers wanting to know if information about them is maintained
in this system pertaining to mail delivery by agents, noncompliant
mailboxes, must address inquiries to their local postmasters. Customers
should include name, address, and other identifying information.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
None.
Sarah Sullivan,
Attorney, Ethics & Legal Compliance.
[FR Doc. 2022-18822 Filed 8-30-22; 8:45 am]
BILLING CODE 7710-12-P
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</html>Indexed from Federal Register on August 31, 2022.
This is legal information, not legal advice. Laws vary by jurisdiction and change frequently. Always verify current law with official sources and consult a licensed attorney in your jurisdiction for advice on your specific situation.